Administrative Coordinator

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Department:

Deputy Provost and Dean of Faculty

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Non-Exempt

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:
 

The Administrative Coordinator will provide administrative support to the Deputy Provost & Dean of Faculty. This includes calendaring; preparing for and coordinating faculty events, luncheons, or special programs; filing; monitoring the Dean of Faculty email inbox; expense reimbursement processing; overseeing program reviews; and other requested tasks from the Office of the Deputy Provost and Dean of Faculty. The Administrative Coordinator will also support the Manager, Faculty Affairs on various faculty actions throughout the year.

Position requires strong attention to detail, working independently and collaboratively, strong communication skills, and handling highly confidential information. Position may work with Dean’s offices in Academic Units and Human Resources, as well as the Provost Office. Will be required to sign a confidentiality agreement. Further, this position will serve as front desk support for the office, greeting visitors and answering phones for the Provost office.

Essential Functions:

1.) Calendar Management

• This position will manage calendar event scheduling, rescheduling, and all necessary administrative tasks involved in meetings and appointments as requested by the supervisor. 

2.) Reception, Greeting, and Event Support

• Serve as greeter for in-person visitors and telephone calls for the Office of the Provost and for the Deputy Provost & Dean of Faculty, ensuring team members are notified of visitors for meetings and that phone calls are routed to the appropriate party. Support the Office of the Provost and the Deputy Provost & Dean of Faculty in special events or programs.

3.) Faculty Actions

• Assist the Manager, Faculty Affairs in the processing of faculty actions and tracking of materials. This may include processing, reviewing, and tracking full-time faculty appointments, faculty search documents, faculty award letters, and faculty leaves.

4.) Communication Support

• Draft and edit communications for review/editing by the Deputy Provost & Dean of Faculty.  Monitor the Dean of Faculty general email and forward emails that require additional attention.   

5.) File Management

• Track files for the office, including ensuring file completion, orderly/organized filing, archiving, signature verification, and other associated tasks. 

6.) Expense Processing

• Receive and process experience reimbursements from the Provost Office, liaising with other offices to transmit expense requests.  Track the status of reimbursements.   

7.) Other Duties as Assigned

• Light work may be requested by the Provost or Vice Provost for Academic Administration.          

Competencies:

• Serving Customers.

• Prioritizing and Organizing.

• Acquiring and Analyzing Information.

• Displaying Creativity.

• Supporting Coworkers.

Position Type/Expected Hours of Work:

• Full-time.

• 35 hours per week.

• Hybrid 01 work modality (on campus 3 - 4 days per week).

Salary Range:

• $30.00 - $34.00 per hour.

Required Education and Experience:

• Bachelor's degree or equivalent.

• 1 - 3 ye